Setting up user roles during onboarding
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Hartside Student Living · Setting up user roles during onboarding
Bethany Cole asked how to set up separate permission levels for different teams during onboarding. Kate Ormerod explained that teams provide data-scoped access, and Bethany confirmed it works after testing with sample users.
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As at Fri 9 Oct 2026Bethany Cole asked how to set up separate permission levels for different teams during onboarding. Kate Ormerod explained that teams provide data-scoped access, and Bethany confirmed it works after testing with sample users.
Problem: Bethany needed to isolate data between partnership and resident services teams during onboarding. Handling: Kate explained that custom roles are not yet available, but Teams feature automatically scopes data by team membership. Bethany tested the approach with one person per team to confirm security isolation, then proceeded with full rollout. Watch: Smooth adoption signal, with champion taking time to validate before scaling.
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Updated 9 Oct 26Trail
created · Bethany Cole 26 Jun 2026 17:38I'm working through the onboarding checklist and I'm at the user roles section. I need to set up two different permission levels, one for the partnership team (they need to see university data and reports) and one for resident services (they need tickets and accommodation data but not partnership agreements). How do I create those separate roles in the brain?- Public reply · Kate Ormerod 26 Jun 2026 18:29Hi Bethany, great question. The brain has three built-in roles: Viewer (read-only), Editor (can build dashboards and searches), and Admin. You can't create custom roles yet, but what you can do is use Teams to separate access. Set up one Team for partnerships, one for resident services, add the right people to each, and control what data each team sees that way. Does that work for your setup? Thanks, Kate
- Public reply · Bethany Cole 30 Jun 2026 10:03That makes sense in theory, but I'm worried the partnership team will still see resident services data in searches. Can you walk me through the steps to make sure they don't?
- Public reply · Bethany Cole 1 Jul 2026 09:35Actually, I just tested it with one person on each team and it's working, searches are scoped to each team's data automatically. Can you confirm that's how it's supposed to work? I don't want to set the whole team up and then find out we've got a security gap.
- Public reply · Kate Ormerod 1 Jul 2026 15:08Yes, that's exactly right. Teams are data-scoped, when someone searches, they only see data they have access to via their team membership. So your setup will work perfectly. Go ahead and add the rest of your people and you'll be good to go. Thanks, Kate
- Status change · 7 Jul 2026 23:59